The nice thing about technology, is that we can get what we want, as soon as we want, and with more detail, than ever before.
The problem with technology, is that some (many?) of our vendors and counter-parties use technology for CYA purposes and add additional work on our end.
CLIENT’S PROBLEM: A counter-party sends 20-25 emails per day, every business day, with upto 300 attachments everyday.
Some emails have date in the subject line, e.g. 2025-08-14 Account Statement, while others, just say “Daily balance report”
Some attachments are names correctly – e.g. “2025-07-13-Jobsite_Report.doc”, others are named “Jobsite_photos.zip”
WASTED LABOR: The client’s CFO & Comptroller were spending 2-3 hours per day finding, saving, exporting the emails and attachments to their sharepoint. That’s 10-15 hours a week of very, very expensive labor.
Worse, this was menial labor that didn’t need the CFO or Comptroller’s mental capacity or focus.
Brainlink’s Solution: On a zoom call, the client showed us what they were doing, and what they wanted.
We reviewed the recording, performed a mockup, and asked further questions (after all, they know their process, and what they need…and we do not).
We then spent 3 weeks, developing 27 versions of a script that:
- Runs every morning at 7am, 8am, 9am, 10am, 11am (because the vendor is NOT consistent about when they send the emails)
- Finds email from the sender, finds all the attachments,
- IF the subject line is missing YYYY-MM-DD, exports the email as YYYY-MM-DD-Subjectline.eml
- Reviews each attachment. If it’s missing YYYY-MM-DD in the name, then exports the attachment as YYYY-MM-DD-attachment.
- If/when the vendor sends a zipfile, the zipfile is also renamed & exported.
BENEFITS REALIZED BY THE CLIENT:
CFO & Comptroller are not wasting 10-15 hours each week on grunt work
Unlike their previous, manual process, automation means they have 100% adherence to the process. Either the AI robot exports the emails & attachments…or it doesnt.
if/when the robot fails to export, we examine what changed
- Did the vendor forget to send emails (yes, they do that about twice a month)
- Or the vendor sent it late (after 11 am)
- Or they changed the subject line or naming convention
When the vendor changes subject lines or file names, we extend the script, and the issue is resolved quickly.
REAL BENEFITS EXPERIENCED BY THE CLIENT:
- There’s no guesswork on where the emails & files are
- There’s no finger pointing about who forgot to save the data
- The CFO, Comptroller and others have gone on vacations, sick leave, etc without losing data.
Unlike people, the AI robot doesn’t need vacations, sick leave or benefits.
It DOES need AI experts who can keep it running, increase it’s capabilities when needed, and examine the error logs when things don’t work.
If YOU want to increase productivity in your business without increasing headcount, or increasing payroll costs, contact raj@brainlink.com
